POSITION AVAILABLE: Executive Assistant and Office Manager

Organizational Background

Based in the Pacific Northwest and Mountain States, Western States Center (WSC) has worked nationwide for the last 30 years to strengthen inclusive democracy. Ourwork has advanced social, racial, and economic justice by convening, developing, organizing, and supporting the communities most affected by inequities.  We’ve played a catalytic role, working with community partners 

through four distinct strategies of Building Movement, Developing Leaders, Shifting Culture and Defending Democracy, to achieve the goals of creating and maintaining an inclusive democracy where people can live, love, and work free from bigotry and fear.

Today, we are retooling and expanding to meet the urgent challenges facing our country and the growing threat of white nationalism and organized bigotry. Our work is built upon four pillars: Movement Building, Leadership Development, Shifting Culture, and Defending Democracy. In 2019 we will focus on advancing our efforts in each of these areas and increase engagement with the stakeholders that help fuel our success. 

We are looking for someone with great interpersonal and administrative skills to assist with some of our most foundational tasks in the role of the Executive Assistant and Office Manager.

About this Role

As an integral part of the Operations team, this position primarily supports the Executive Director and also serves as the Office Manager. You will serve as the initial point of contact for both the office and the Director. This position is supervised by the Operations Manager. Responsibilities include:

 Support of Executive Director:

  • Scheduling meetings and calendar management

  • Handle travel logistics for Executive Director travel

  • Financial Administration of Executive Director honoraria, credit card reconciliations

  • Manage preparing Executive Director for all meetings - staff, board and retreats or speaking engagements 

  • Note taking in meetings and agenda-building support

  • Support communications with board

Operational Support:

  • Provide logistical support to the Operations Manager for board and staff meeting preparation

  • Provide filing and file management support to the Deputy Director of Operations

  • Retrieve and disperse mail

  • Head up office celebrations and recognitions: Managing calendar of significant events, coordinate celebration logistics  

  • Support the maintenance of a useful list of event contractors, such as translators, meeting spaces, caterers, etc for events and for partner organization reference

  • Maintain important office administrative documents, such as the Staff and Administrative handbooks

  • Maintain inventory of office supplies and WSC merchandise for events and daily office functions, place and track order requests

  • Fill out and manage board and remote staff check requests


Qualified applicants will have a demonstrated commitment to the Center's mission of advancing social, economic, racial and environmental justice, as well as the following skills and qualifications:

  • Some formal education or training in addition to a completed high school education or GED

  • Minimum of two (2) years of experience working in a nonprofit administrative setting

  • Familiarity with Salesforce or other CRM

  • Proficient with MS Word, Excel and PowerPoint as well as Google Docs and G Suite

  • Experience working with highly confidential materials

  • Good attention to detail and track record of achieving positive results 

  • Strong written and verbal communication skills 

  • Ability to manage multiple priorities

  • Demonstrated collaboration skills 

Location and travel: This position requires the Executive Director and Office Manager to work in the Western States Center office, located in the Portland, Oregon metro area. Occasional travel for board meetings is required. 

Salary and benefits: This is a full time exempt position. Benefits include health and dental insurance, retirement benefits, paid sick leave, vacation, and sabbatical. Annual salary is $40,000-$45,000.

Application: Only complete applications will be considered. To apply, please submit the following to: opportunities@wscpdx.org,

  • Please put 1) your first name initial with last name and 2) title “Executive Assistant/Office Manager Application” in the subject line. 

 Please submit the following documents for consideration: 

●     Cover letter of no more than 2 pages, with the following included:

○     Give us a sentence or two telling us a little about yourself, and why you’re applying.

○     Clearly outline 1) how your qualifications match those listed above, 2) the specific skills and knowledge or accomplishments you bring to the job and how they are a good fit with the requirements and responsibilities of this position.

○     Experience with social justice, movement building/organizing or involvement in establishing diversity, equity and inclusion for marginalized groups? Tell us a little about how you operated in that environment. 

○     Tell us about how you contributed to building a positive and more effective office environment.

●     Resume

●     Three references. References will not be called until after a second interview.

 Applications taken on a rolling basis. Open Until Filled. 

Western States Center is an equal employment opportunity employer. Employment decisions are based on merit and organizational needs, and not on race, color, citizenship status, national origin, ancestry, gender, gender identity or expression, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. 

No phone calls please.